Executive Assistant/Dept. Coordinator CBHA

This position provides high-level administrative support to the Department Chair and faculty while serving as the primary coordinator for Chair-led initiatives. The role requires extensive collaboration with university administrators, faculty, staff, students, and external stakeholders. The incumbent will provide daily assistance to the Department Chair, exercising independent judgment and discretion while maintaining flexibility to address varying requests and priorities. Core responsibilities include coordinating departmental initiatives and maintaining executive-level accountability for complex administrative and analytical tasks.

Key functions encompass coordinating the department seminar series, managing the Chair's calendar, and organizing department-wide events and symposia. The position demands strong problem-solving abilities to manage complex, multi-step projects, meticulous record-keeping to maintain organized departmental documentation, and exceptional written and verbal communication skills to support professional interactions across all levels. Additionally, the role requires comprehensive knowledge of University and UCDH policies, particularly regarding travel procedures, reimbursement processes, and purchasing guidelines.

The successful candidate will demonstrate executive-level administrative and analytical capabilities, coupled with sound judgment and decision-making skills. Essential qualifications include excellent communication abilities, a high degree of professionalism, discretion, and tact in all interactions. The position requires strong analytical skills, collaborative teamwork abilities, and the capacity to maintain composure under pressure while working with diverse stakeholders. Flexibility and adaptability to shifting priorities are crucial for success in this dynamic environment.

This position is fundamental to departmental success, directly enhancing faculty effectiveness and streamlining departmental operations through comprehensive administrative coordination and strategic support.

Apply By Date 11/1/2025 by 11:59 PM

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Required to hold a valid California driver's license, have a driving record that is in accordance with local policies/procedures, and/or enroll in the California Employer Pull Notice Program
• Experience providing executive level support.
• Experience in preparing briefing documents, white papers and in creating presentations using software (i.e. Power Point)
• Experience in scheduling and coordinating large-scale conferences/meetings and special events.
• Experience working independently and collaboratively as part of a team with minimal supervision.
• Experience with handling sensitive or difficult situations diplomatically and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspective.
• Ability to multi-task to manage multiple inputs and ensure follow-through on all activities.
• Advanced skills and experience to convey complex issues while competently using excellent verbal and written communication skills.
• Demonstrated skills to effectively and efficiently manage multiple, complex electronic calendars.
• Ability to recognize matters requiring confidentiality and ability to exercise discretion in dealing with controversial or potentially sensitive topics.

Preferred Qualifications

• Bachelor's degree in science or related field and / or equivalent experience / training
• Experience in a research/academic oriented unit
• Experience preparing NIH biosketches
• Background in science or related field
• Knowledge of UC Davis Health and School of Medicine policies and procedures.
• Knowledge of requirements for academic personnel files

Key Responsibilities

• 50% - Chair Support
• 40% - Department Coordinator
• 10% - Other Departmental Support

Department Overview

The School of Medicine Basic Sciences Administrative cluster provides administrative support to three separate and distinct Basic Science departments: the Department of Biochemistry and Molecular Medicine, the Department of Cell Biology & Human Anatomy, and the Department of Physiology & Membrane Biology. The mission of these departments is to conduct innovative research, engage in high-level service, and provide excellent educational opportunities and mentoring to students, postdoctoral fellows, and residents. Collaboration and fearless exploration of new ideas are crucial to achieving this mission. Education is provided at many levels, including through highly-ranked courses. Departmental academic operations are conducted on both the Sacramento and Davis campuses, with research facilities located on both campuses. Combined, these units serve roughly 80 faculty members that generate more than $19M in research awards and $16M in non-research expenditures (FY24.) The School of Medicine Basic Sciences Unit strives to build and maintain a culture and climate based on mutual respect and caring. We recognize and cherish the richness that our diversity contributes to our lives. We further recognize the right of every individual to think, speak, express, and debate any idea. We support and uphold the UC Davis Principles of Community.

POSITION INFORMATION

• Salary or Pay Range: $30.09-$50.54
• Salary Frequency: Hourly
• Salary Grade: 135
• UC Job Title: ADMIN OFCR 2 CX
• UC Job Code: 004263
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F 8-5pm
• Location: Tupper (TUPPERHAL)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for Dental and Vision insurance premiums for you and your family
• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
• Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Access to free professional development courses and learning opportunities for personal and professional growth
• WorkLife and Wellness programs and resources
• On-site Employee Assistance Program including access to free mental health services
• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
• Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Continuous 6 to 8+ Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Continuous 6 to 8+ Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks